Last updated: August 2026

These Booking Terms & Conditions apply to all bookings, quotations and services supplied by **Flux Coffee House** (“Flux”, “we”, “us” or “our”). By accepting a quotation, paying a deposit, confirming a booking by email or otherwise instructing us to provide services, you (“the Client”, “you” or “your”) agree to these terms.

Our Services

Flux Coffee House provides mobile speciality coffee-bar and barista services for events, including workplace events, fitness events, brand activations, private celebrations and other agreed occasions.

The exact services, event date, location, operating hours, drinks menu, guest numbers, branding requirements and any additional items will be set out in your quotation or booking confirmation.

Quotes and Availability

All quotations are subject to availability at the time of booking and are valid for ** days** unless stated otherwise.

A quotation does not guarantee that your preferred date or service will remain available. We may amend or withdraw a quotation before it has been accepted.

Confirming Your Booking

A booking is only confirmed once:

- You have accepted our quotation in writing.
- We have received the required deposit or full payment.
- We have issued written booking confirmation.

Unless otherwise agreed in writing, a non-refundable deposit of **[50%]** of the total booking fee is required to secure your date.

Payment Terms

The remaining balance must be paid no later than **[14 days]** before the event date, unless different terms are stated in your quotation or invoice.

For bookings made within **[14 days]** of the event date, full payment may be required immediately.

We reserve the right to withhold or cancel services if payment is not received by the due date. Any additional costs incurred during or after the event, including agreed extra hours, additional drinks, parking charges or changes requested by the Client, will be invoiced separately and must be paid within **[7 days]** of the invoice date.

Changes to Your Booking

If you need to change the event date, venue, timings, guest numbers, service duration, menu or other booking details, please contact us as soon as possible.

We will make reasonable efforts to accommodate changes, but they are subject to availability and may result in an updated quotation or additional charges.

Where guest numbers or service requirements are reduced after your booking is confirmed, we may be unable to reduce the agreed booking fee, particularly where stock, staffing, travel or equipment arrangements have already been made.

Cancellations and Postponements

All cancellation requests must be made in writing.

If you cancel a confirmed booking:

- More than [30 days] before the event: your deposit will be retained.
- Between [15 and 30 days] before the event: [50%] of the total booking fee will be payable.
- Within [14 days] of the event: 100% of the total booking fee will be payable.

If we can rebook your cancelled date, we may, at our discretion, reduce the amount payable after deducting any costs already incurred.

If you wish to postpone your event, we will try to transfer your booking to a new date. This is subject to availability, and any difference in pricing, travel costs or supplier costs may apply. If a suitable new date cannot be agreed, the cancellation terms above will apply.

Event Requirements

You are responsible for ensuring that the event location is suitable for the agreed service and that we have safe, practical access to set up and operate.

Unless otherwise agreed, you must provide:

- Adequate space for the agreed coffee-bar set-up and customer flow.
- Safe and reasonably level access for staff, equipment and supplies.
- Suitable power access where required, including access to a safe electrical supply.
- Shelter or a suitable covered area for outdoor events, where necessary.
- Any required venue permissions, licences, permits and permissions from the landowner or event organiser.
- Clear information about loading access, parking, vehicle restrictions and site rules.

Parking, congestion charges, tolls, permits, access charges or other travel-related costs may be added to your invoice where applicable.

We may refuse to set up, pause service or end service if site conditions are unsafe, inaccessible, unlawful or materially different from those agreed.

Timing and Access

You must ensure that we can access the venue at the agreed time to allow for set-up, service and pack-down.

Delays caused by late venue access, restricted loading, unavailable power, unsuitable space, site restrictions or other circumstances outside our control may reduce service time. Where possible, we will work with you to find a practical solution, but we are not responsible for lost service time caused by such delays.

Additional time requested on the day is subject to staff availability and may be charged at our applicable hourly rate.

Food, Drinks and Allergens

We take care in preparing drinks and use quality ingredients. However, our drinks are prepared in an environment where allergens may be present, including milk, nuts, soya, gluten and other allergens.

Although we will make reasonable efforts to accommodate dietary preferences and provide ingredient information where available, we cannot guarantee that any drink is completely free from allergens or cross-contamination.

It is the Client’s responsibility to notify us in advance of any known allergies or dietary requirements relevant to the booking. Guests with severe allergies should exercise caution and speak directly to a member of our team before consuming any product.

We reserve the right to make reasonable substitutions to ingredients, products or menu items where stock availability, supplier issues or operational requirements make this necessary. We will aim to provide an equivalent alternative wherever possible.

Client Conduct

You are responsible for the conduct of your guests, staff, contractors and attendees at the event.

We reserve the right to refuse service to any person who behaves in a threatening, abusive, unsafe, intoxicated or inappropriate manner. We may end service where the safety of our team, equipment or guests is at risk.

No refund will be provided where service is limited, paused or ended because of unsafe or unacceptable behaviour at the event.

Equipment and Damage

All coffee equipment, furniture, stock and other items supplied by Flux Coffee House remain our property at all times.

You are responsible for any loss, theft or damage caused to our equipment by you, your guests, staff, contractors or attendees, excluding fair wear and tear. We may charge you for repair, replacement or cleaning costs where damage occurs.

Branding and Client Materials

If you provide logos, artwork, branded cups, signage, menus or other materials, you confirm that you have the right to use them and that their use does not infringe another party’s rights.

You are responsible for approving artwork, spelling, logos and designs before production. We are not responsible for errors that have been approved by the Client.

Photography and Social Media

We may take photographs or short videos of our set-up, drinks and event service for our portfolio, website and social-media channels.

If you do not wish for identifiable people, branding or elements of your event to be photographed or shared, please tell us in writing before the event. We will make reasonable efforts to respect your request.

Our Liability

Nothing in these terms excludes or limits our liability where it would be unlawful to do so, including liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation.

To the extent permitted by law, Flux Coffee House will not be liable for indirect or consequential loss, loss of profit, loss of business, loss of opportunity, reputational damage or losses arising from circumstances outside our reasonable control.

Our total liability relating to a booking will not exceed the total amount paid by you for the affected service, except where the law does not allow this limit.

Force Majeure

We will not be liable for delays, interruption or failure to perform services caused by events beyond our reasonable control. This may include severe weather, road closures, traffic disruption, vehicle breakdown, illness, accident, fire, flood, power failure, supplier failure, industrial action, government restrictions, venue closure or other unforeseen circumstances.

If such circumstances affect your event, we will take reasonable steps to minimise disruption and, where possible, discuss alternative arrangements with you. Refunds or rescheduling will be considered based on the circumstances, costs already incurred and the availability of a new date.

Personal Data

We process personal information in accordance with our Privacy Policy, available at Privacy Policy.

By making an enquiry or booking, you acknowledge that we may use your contact and event information to provide a quotation, manage the booking, deliver services, process payments and communicate with you about your event.

Governing Law

These terms are governed by the laws of England and Wales.

Any dispute arising in connection with these terms or our services will be subject to the exclusive jurisdiction of the courts of England and Wales.

Contact Us

For questions about a booking or these terms, please contact:

Flux Coffee House
Email: contact@fluxcoffeehouse.com